Sunday 27 November 2011

My GTD Weekly Review process

I created a simple Excel worksheet the other day, called Checklists. Each tab in the spreadsheet file is one checklist of how I do various processes, such as setting up a new task.

Here is my GTD Weekly Review checklist.  It doesn't cover every step, but is basically a set of reminders to make sure I don't miss an important step.
  • Collect loose stuff.  I check my pocket notebook, travel Inbox folder, etc. to make sure all my captured "stuff" is in the Inbox.
  • Weigh and measure myself for the week.  (most violated step on the checklist!)
  • Update logs.  I keep various logs to track my progress over time. For example, my fitness log has records of my weight and measurements back to the late '90s.  I have capture forms that I carry with me for some of this stuff, but I want to get them into electronic form periodically.
  • Move pagefinder forward in planner.  I'm still using a paper planner for calendar and action lists, and it's a week-on-two-pages format.
  • Copy appointments from monthly pages, last week, Outlook. When I make a future appointment, it goes only on the monthly calendar page. During weekly planning, I build the calendar for the upcoming week. I also reschedule anything incomplete from last week's calendar page. Unfortunately, I can't integrate personal with company calendars at this time, so during weekly planning I add any meetings created via Outlook invites.
  • Reconcile calendar. My company uses a task scheduling system. I synchronize my paper calendar with it weekly and do new task setup for any new assignments.
  • Process electronic Inboxes.  Work and personal.
  • Process physical Inbox. The Inbox on my desk gets to zero less often that the electronic ones do.
  • Review @Watching. This Outlook folder is for potential upcoming tasks that I've not been assigned to yet, but want to track the email discussion. Some of these can go away after a while, some need to be setup as a new task assignment.
  • Review @Waiting. Do I need to send reminders to anyone that I'm waiting for an answer from?
  • Review Someday/Maybe list.  Does anything on here need to go away or get promoted to a current project?
  • Review Current Projects list.  Make sure that everything has a "next action" identified and on the proper action list, or that I'm consciously deciding not to move forward on it this week. Some things may need to be dropped or moved to Someday/Maybe. I don't do this step every week, but that's okay because it shouldn't get out of whack over the short term.
This currently takes longer than I would like, and I'm looking for ways to streamline it. But for now, this is how I do Weekly Review in my Getting Things Done system.

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